Privacy Notice

01Who we are

Mailroom is a software product and related digital service operated by Mailroom LTD, a company registered in the UK. For data-protection purposes, that entity is the data controller for the limited personal data described in this notice, and can be reached at the addresses below.

You can reach us by email: contact@mailroomclean.com for privacy and legal questions, and support@mailroomclean.com for support and billing.

02Our core privacy principle — local-first

All mailbox scanning, classification, and cleanup happen on your own device. Mailroom is designed so that your email content (message bodies), senders, subjects, and folder names never leave your device — the only exception is a diagnostic report you choose to send us (section 03), described in the note below.

Apart from that exception, that information is never sent to Mailroom, to any Mailroom server, or to any third party. The product works by reading message metadata locally and applying its own product logic on your device — not by uploading your mailbox somewhere to be read.

To show you where your space has gone, Mailroom also reads attachment names, types and sizes — never the file contents. An attachment's file name is treated as private data: it is used only on your device and it never leaves it — except that, in Mailroom 0.2.3 and earlier, attachment file names could appear in a diagnostic report you chose to send; Mailroom 0.2.4 replaces them with random codes (section 03).

03What leaves the device

Apart from the direct connection to your own mailbox described in section 06, Mailroom makes nine kinds of outbound network call. None of them carries the content of your emails — the text of a message or its attachments. Two of them only happen when you ask for them (sharing a report card, sending a diagnostic report), one is not reachable in this release, and one exists only in the Android preview app. They are:

• a startup update check — Mailroom downloads a small public version file to see whether a newer version of the app exists. It is a plain download of a public file, with no user identity attached, in the same way any web browser fetches a public page. This runs in every build;
• a pricing catalog fetch — Mailroom downloads the public pricing and plan file so the app can show current prices and tiers. This is the same kind of plain download of a public file, with nothing about you attached. This runs in every build;
• a trial-limit fetch — before you connect a mailbox, Mailroom downloads the current free-trial allowance from our licensing server so the welcome screen can show it. It is a plain download with nothing about you attached. This runs in every build;
• a licensing check and usage meter — Mailroom validates your licence and records the volume of reclaimed space (for example, reclaimed megabytes). This data is pseudonymous: it is tied to your licence and your device rather than to your name or your mailbox, and it carries no mailbox content. When you move your licence to a new device, that request also includes the device’s operating-system family (Windows, macOS or Linux) — never its name, version or hostname. This runs in every build;
• a licence contact email — when your free trial starts, Mailroom sends the email address of the account you connect to our licensing backend, so we can run your licence and, unless you opt out, email you trial reminders and occasional product news (you can unsubscribe at any time). It identifies you by email address, and it still carries no mailbox content — no messages, senders, subjects, folder names or attachment names. This runs in every build;
• a browser sign-in to your own email provider — for providers that require a browser sign-in (OAuth) rather than an app password, the app opens that provider's own sign-in page and the exchange happens between you and your provider; nothing about it reaches Mailroom. This is not reachable in the current release: Mailroom supports Yahoo only today, and Yahoo is connected using an app password, so this path is never used in the app you can install. It is listed here because the code exists, not because it runs;
• sharing your inbox report card, only if you choose to — when you press Share, Mailroom publishes your report card at a public web address on our website (mailroomclean.com/r/…) that anyone with the link can open, and — unless you untick the option before sharing — lists it on the public “Live reclaims” feed on our website. The card carries only: your email provider (for example, Yahoo), your mailbox size and storage limit, how much is safe to clear and a few size categories (in gigabytes, to about one-megabyte precision), the size after a tidy, how old your oldest unread email is (in whole years), the scan date and the app version. It never carries your email address, senders, subjects or anything from inside a message. Before publishing, your licence (or trial) and device identifier are checked with our licensing server. You can revoke a shared card at any time, but link previews that social networks have already copied may stay on their side. Published cards are stored and served by Cloudflare, which hosts our website (section 06);
• a diagnostic report, only if you choose to send one — from Settings or an error screen you can send us a support report. Before anything is sent you see which files it includes and the main details about your app and system, and you approve it. It contains the app’s log files, including the logs of the app’s connection to your mailbox server, anonymised on your device first: passwords and keys are removed; email addresses are replaced by random codes that cannot be turned back into the address; and message text and subjects are never in the logs. Mailroom 0.2.4 replaces attachment file names with random codes as well; 0.2.3 and earlier did not — and we deleted every report we had received when we found this (30 September 2026). Standard folder names (such as Inbox or Trash) are kept because they are needed to diagnose problems; other folder names and display names are removed on a best-effort basis. It also carries the app version, your operating system and its version, which email provider you use, the pseudonymous device identifier the licensing check uses, and — when present — your licence key and support code, so we can match the report to your request. On the Android preview it also includes the phone’s device details; and
• the Android preview app’s scan registration (Android preview only) — the free Android preview asks our server for permission to scan and then reports the result, so we can link the check to your PC, fix problems on your phone model and, unless you opt out, email you occasional product news (you can unsubscribe at any time). It sends the email address you scan, a pseudonymous mailbox identifier, a random install identifier, basic device details (manufacturer and model, Android version and security-patch level, firmware build, processor type and WebView version), technical build identifiers (app version, engine build and Python version), and the scan’s result: its outcome, how long it took, the stage it reached and an error code if it failed, with sizes and counts rounded (for example “about 15 GB, 220,000 emails”). The phone app shows this before you start. The desktop app never makes this call.

That is the complete list of network calls the app itself makes. Buying a licence also opens a checkout page in your own web browser, which you complete with our payment provider (section 06). Everything else — scanning, classification, review, and deletion — happens on your own device.

04Mailbox credentials

If you choose to save your mailbox credentials (for example, a Yahoo app password), they are stored in your operating system's secure credential store — Windows Credential Manager or the OS keyring — encrypted by the operating system and kept local to your device.

Saving credentials is optional. Your credentials are never transmitted to Mailroom servers. They are used only on your device to connect to your mailbox.

05Limited service records we do process

For licensing, billing, security, fraud prevention, refunds, and support, Mailroom processes a limited set of service records. Most are pseudonymous; the exceptions are your contact email address and, if you use the Android preview, the email address you scan, both described below. These may include:

• pseudonymous licence identifiers;
• entitlement and activation events;
• meter values (for example, reclaimed megabytes);
• device-related identifiers;
• your contact email address — the address of the account that starts a trial, and the billing email if you buy — used for support, service messages, and, unless you opt out, product news. You can unsubscribe at any time;
• diagnostic reports you choose to send us (section 03);
• if you use the Android preview, the registration and result of each scan (section 03), including the email address you scanned;
• report cards you choose to share, which are public (section 03); and
• service-consumption records reasonably required to determine whether paid functionality was made available and used.

These records contain no email body content. This is consistent with the "service-consumption evidence" described in the Terms of Use.

06Third parties and processors

Mailroom keeps third-party data sharing to a minimum:

• the licensing backend (self-hosted) and the licensing provider (Keygen) receive the pseudonymous licence and meter data described above, and your contact email address (section 05) — never any mailbox content. Our self-hosted server also receives the diagnostic reports you choose to send and, if you use the Android preview, its scan registrations and results (section 03);
• your email provider (Yahoo today, with more planned) is connected to directly from your device over IMAP using your own credentials — Mailroom is not a man-in-the-middle and does not relay your mailbox through its servers;
• report cards you choose to share are rendered by our own card service and then stored and served, publicly, by Cloudflare, which hosts our website; they contain only the aggregate figures listed in section 03; and
• payment processing is handled by Stripe, a third-party payment provider. When you buy a licence, your card details are entered with Stripe and go to Stripe — Mailroom does not receive or store full card details.

07Local data on your device

Scan results, mailbox metadata, settings, and logs are stored locally on your device (for example, under %LocalAppData% on Windows) as part of the product's normal operation.

You can delete this local data at any time. Once removed, that deletion may not be reversible.

08No behavioural telemetry, no ads, no data sales

Mailroom does not run behavioural analytics, does not show advertising, and does not sell personal data.

Section 03 lists every outbound channel the app has, and none of them carries mailbox content. If that ever changes, this notice changes with it: we will not add an outbound channel without describing it there first.

09The website

The Mailroom website sets no cookies. It keeps two small, non-identifying values in your browser’s own storage: on the download page, which Ubuntu version you picked (so it is preselected next time), and, for the current visit only, which phone hand-off option brought you there (see below). It does not run third-party advertising, ad tags or cross-site tracking, and it loads no third-party resources — the fonts are served from this site.

When you download the app, we record one aggregate, non-identifying measurement: the country the download came from (resolved by our content-delivery network, Cloudflare, at the edge) and which build and version you chose. It is a count by country and nothing more — no IP address is kept, no cookie is set, and it is never linked to a person, a mailbox, or a licence. We use it only to see where interest in Mailroom is coming from — for example, which countries a future translation would help most.

If you open Mailroom on a phone, the site offers to send the download link to your computer (via your device’s share sheet, your own email app, or the clipboard). When you use one of those, we record one more anonymous, aggregate count — that the phone bridge was used and which of the three options it was, again by country only. As before, no IP address is kept, no cookie is set, and it is never linked to a person, a mailbox, a licence, or the address you send the link to — we do not see who you share it with. When you later open that link and download, the download count above also notes which of the three options the link came from. It simply tells us whether the phone-to-computer hand-off is working.

10Data retention

The limited service records described above are kept only for as long as needed for licensing, accounting, fraud and dispute handling, and legal obligations.

After that, they are deleted or anonymised. Two kinds have fixed periods: diagnostic reports you send us are deleted automatically after 90 days, and report cards you share stay published until you revoke them.

11Your rights

Depending on where you live, applicable data-protection law (including UK GDPR) may give you rights over your personal data, including the rights to:

• access the personal data we hold about you;
• have inaccurate data rectified;
• have your data erased;
• restrict or object to processing;
• data portability; and
• complain to a supervisory authority — in the UK, the Information Commissioner's Office (ICO).

To exercise any of these rights, email contact@mailroomclean.com. Because Mailroom holds only limited pseudonymous records, we may need information that helps us locate the records that relate to you.

12International processing

Where Mailroom processes the limited service records described above, that processing takes place on servers located in the EU (hosted with Hetzner). Report cards you choose to share are public and are additionally stored and served by Cloudflare, which hosts our website, from its global network.

Your mailbox content is not part of this processing — it remains on your own device.

13Changes to this notice

We may update this Privacy Notice from time to time. If a change is material, we will give notice by updating the website or the app.

14Contact

Privacy questions, rights requests, and other data-protection enquiries can be sent to contact@mailroomclean.com. For help with a purchase, your licence, or billing, email support@mailroomclean.com.